Workzone at the Department of Dentistry and Oral Health
Get off to a good start with Workzone
At Aarhus University, we use the filing system Workzone to file cases. This page will help you get started with Workzone.
If you don’t have access to Workzone yet, the first step is to register as a user. To do this, contact Enette Berndt Knudsen, who will give you access to the system.
Visit the Workzone homepage on the AU website for more information.
Filing practice: how to file
At the Department of Dentistry and Oral Health, cases are set up in Workzone by the secretaries.
We will send you a link to the case once we have created it.
You will then be responsible for ensuring that email correspondence and other material are filed in due time and chronologically on the case.
It is also your responsibility to ask the secretary to close the case in Workzone once the project/case is over.
If you want to be registered as a user in Workzone, please contact our superusers.
Before you start using Workzone, you should participate in an introductory course, as the Department of Dentistry and Oral Health has local guidelines that you should be familiar with.
Visit the Workzone homepage on the AU website for more information.
Before you begin
- What should be filed? Ask yourself...| Check the case list
- Know the basic rules for filing at the Department of Dentistry and Oral Health
- Know the rules regarding classification of data
- Access rights (reading access) – Instructions
- Has the case already been created? - Search: Video | Instructions
- Add external parties | the School of Communication and Culture guidelines for adding parties
- Learn how to work with cases and handle documents
Cases
- Filing from Outlook (incoming email) – Video | Instructions
- Filing from Outlook (outgoing email) – Instructions
- Filing from Word, Excel, PowerPoint - Video | Instructions
- Filing via pathfinder/multiple documents at a time – Video | Instructions
- Create a memo - Instructions
- Case references - Instructions
- Create and import documents using Word and Templafy - Video | Instructions
- Share/send a case as a link or document - Video | Instructions
- Archive a document - Instructions
- Please follow all the steps for setting up a case at the Department of Dentistry and Oral Health - the guidelines for creating a case can be found below.
Guidelines
Fields that must be completed when creating a case:
- Case - select ‘Subject case’
- Title - all case titles must start with 'DENT’
- Case Group – check the case overview for help
- Standard document classification - check AU’s guidelines
- Planned completion date - if the date is unknown, use the last day of a year
- Parties - for external projects, the parties must be added – see the Arts’ guide
You should be aware of these additional fields when creating a case:
- Case officer - should be the person responsible for the case or assignment
- Responsible unit - usually the unit, to which the case officer belongs
- Case text - details about the case that may be helpful for later searches
- Reading access - access to the case can be restricted by selecting certain units, access rights or people
- Project number - required for projects that are externally funded
Roles and responsibilities
All AU employees are subject to a filing obligation, and as an employee, you should therefore file all documents, letters, incoming and outgoing emails, memos, meeting minutes, telephone notes etc. relating to AU's internal activities as well as external collaborations.
Just like any other public authority, AU is legally obligated to document that the work and decisions at the university are carried out in accordance with the principles for good administrative practice, and that the university’s funds and areas of responsibilities are administered correctly.
In other words, it is your responsibility to ensure that relevant documents and correspondence within your area of work are filed in Workzone.
Creating cases
At the Department of Dentistry and Oral Health, the secretaries will help you create a case. To ensure that we have all the necessary information from the start, please fill out this form.
Link to form for creating a case
We will send you a link to the case once we have created it. However, it is important to note that you will then be responsible for ensuring that email correspondence and other material are filed in due time and chronologically on the case. It is also your responsibility to ask the secretary to close the case in Workzone once the project/case is over.
Research case
Use this form if you want to create a case regarding a research application or project.
Why
As a university, we have a record-keeping obligation, which means we must save certain documents and correspondence to ensure that:
- the university complies with the statutory requirements of section 15 of the Access to Public Administration Files Act.
- critical documentation is preserved and can be found when needed.
- we can quickly and efficiently accommodate requests for access to documents.
- we uphold efficient and coherent administrative processes.
Documents and correspondence must be stored in an ESDH system that is designed to store documentation securely.
The senior management team has decided that Workzone will be used for cases with record-keeping obligations.
What
As a general rule, all cases that involve external parties – i.e. parties outside Aarhus University – must be filed. For example collaborations with government agencies, foundations, companies, hospitals, media or other universities.
Case filings must include the core documents of a collaboration, e.g. agreement documents, applications and contracts, as well as all matters and correspondence related to the case. For example emails, office files, text messages, phone memos and meeting minutes.
Who
Every employee is responsible for ensuring that relevant documents and correspondence are filed in Workzone.
In general, managers have the overall responsibility for filing documentation, while employees have the daily responsibility.
Employees
All employees who work with cases the require filing are responsible for:
- for ensuring that all case-relevant material received/sent/created is processed and filed in Workzone in accordance with the filing practice of the area.
- deciding who files the material if several employees work together on an assignment. This also applies if the assignment consists of several sub-assignments, which are shared across different levels in the organisation.
Managers
Managers at each institute, section, department or unit are responsible for:
- drawing up a filing practice for the unit based on the overall framework and guidelines, and ensuring that filing is done in accordance with the statutory requirements.
- instructing employees in the filing practice, and ensuring that the relevant documents are filed.
- ensuring the quality, integrity and confidentiality of data stored in Workzone within their area.
Visit the Workzone homepage on the AU website for more information.
How
If you do not have access to Workzone yet, the first step is to register as a user. To do this, contact Enette Berndt Knudsen, who will give you access to the system.
Do you have the Workzone plugin in Outlook, which makes it easy to file incoming and outgoing emails? If not, you need to install the plugin. Click here to find out how to install it.